Setting Up Chairs For A Wedding: Timing Tips

Planning a wedding is a complex task that involves a lot of money and stuff. From decor to logistics, there are many things to consider. One important aspect is whether you can set up chairs the night before the wedding. While it may seem like a minor detail, chair setup can actually be a significant undertaking, especially if you have a large number of guests. It is recommended to have a chair for every guest, and this can take time and effort to arrange. Additionally, you may need to consider the layout of the ceremony space and whether the chairs need to be arranged in a specific way. In some cases, you may be able to set up the chairs in advance, but it's important to confirm this with your venue and ensure that you have the necessary resources and help to get it done.

Chair setup costs

Type of Chair

The style and material of the chairs can significantly impact the rental cost. For example, a basic white plastic folding chair may rent for around $1.50 to $1.80, while a wooden padded folding chair can range from $4.95 to $7.25. If you prefer something more unique, like a Chiavari wooden chair, the cost can be even higher, typically starting at $5 and going up to $9.75.

Rental Company

It is generally more cost-effective to rent chairs from a local, small family business than a large national company. Local vendors often have lower rental rates and may be more willing to negotiate on prices. In contrast, large party rental companies tend to charge higher rates and sometimes do not even disclose their prices upfront on their websites.

Location

The location of your wedding will also affect chair rental costs. For example, prices in the Bay Area, Napa, and Sacramento may differ from those in other regions. Additionally, some venues may provide tables and chairs as part of their package, while others may require you to rent them separately.

Delivery, Setup, and Breakdown Fees

These fees can add up quickly and significantly increase the overall cost of chair rentals. Delivery fees are typically calculated based on the distance to the venue and the number of chairs rented. Setup and breakdown fees vary depending on the vendor and whether the venue offers these services. Be sure to ask for transparent pricing from rental companies to avoid unexpected charges.

To save money on chair rentals, consider using the chairs provided by your venue, especially if you are trying to keep costs down. However, these chairs may not align with your desired aesthetic and could be worn out or uncomfortable. Another option is to shop around for the best prices and negotiate with rental companies. You can also look into renting from a vintage wedding rental company, as they sometimes offer competitive prices and unique styles.

Venue access

• Confirm access time: Contact the venue coordinator or owner to confirm when you or your team can access the venue for setup. Some venues may have specific time slots for setup, while others may offer more flexibility. It's important to respect their policies and plan your setup accordingly.
• Understand venue rules and restrictions: Different venues have varying rules and restrictions regarding decorations, furniture arrangements, and cleanup. Be sure to clarify these details with the venue coordinator to ensure your setup plans align with their guidelines.
• Coordinate with vendors: If you have hired vendors, such as caterers, florists, or rental companies, coordinate their access to the venue as well. Ensure they have the necessary information, such as loading dock locations, parking instructions, and timing for deliveries or setup.
• Create a setup plan: Develop a detailed plan for setting up the chairs and other decorations. This plan should include a timeline, a layout of the venue with designated areas for different activities, and a list of responsibilities for each person involved.
• Consider early access: If possible, consider requesting early access to the venue, especially if you have a large number of chairs to set up or complex decorations to arrange. This will help reduce last-minute stress and give you more time to perfect the setup.
• Prepare an emergency kit: Assemble an emergency kit that includes items like extension cords, extra light bulbs, duct tape, scissors, and any other tools that might be needed during setup. This will help you address any unexpected issues that may arise during the process.
• Organize transportation: If you are supplying the chairs yourself, ensure you have adequate transportation to get them to and from the venue. This may involve renting a van or truck, or coordinating with friends or family who can help transport the chairs.
• Recruit volunteers or hire help: Setting up chairs can be a time-consuming task. Enlist the help of reliable friends or family members who can assist with the setup. Alternatively, consider hiring event staff or day-of coordinators who can manage the setup process, allowing you to focus on other aspects of your wedding.
• Communicate with your wedding party: Keep your wedding party informed about the venue access plans, especially if they have specific tasks related to the setup. Provide them with clear instructions and arrival times to ensure a smooth and efficient process.
• Consider a rehearsal: If you have a wedding rehearsal, use that opportunity to familiarize yourself with the venue and refine your setup plans. You can also practice different seating arrangements to see what works best for your ceremony.

Chair alternatives

If you're looking for alternatives to chairs at your wedding, there are plenty of options to choose from. Here are some ideas to get you started:

Add some glamour

Ditch the traditional frilly bows and instead tie a sash around the chair, leaving the tail trailing down the back. Pin a brooch or another piece of sparkle to the back for an understated elegant look.

Flowers

Tie a wide satin ribbon or piece of fabric around your chair and tuck a single flower into the knot of each guest's chair. Alternatively, use a small posy or a garland on the chairs for the happy couple to make them stand out.

Tying the knot

Instead of a big bow, choose a simple knot or elegant twist for your chair sashes. This is a great way to add a unique touch to your wedding décor.

Chair jackets

If it's just the top of the chair you need to cover, you can hire or make your own chair 'jackets' to conceal the top while leaving the legs open for a cleaner look. This is a great option if you only want to cover the back or change the colour.

Experiment with fabrics

Try using different fabrics like lovely lace, rustic burlap, chintz, or stripes to add a unique twist to the traditional chair sash. This is a great way to stamp your style on your special day!

Go DIY

Hang paper pompoms, pinwheels, bunting, or printed monograms from the back of your chairs to match your wedding style. This can also work for chairs with covers – just hang pompoms with ribbons and pin them to the seam of the cover.

Benches

Benches are a great alternative to chairs, especially for outdoor weddings. You can use simple wooden benches or even just boards on cement blocks. Benches can be more cost-effective and there's no pick-up or delivery stress since they can be used afterwards.

Hay bales

Hay bales can be a cute and rustic seating option, especially if you're getting married in a barn or other rustic setting. Just be sure to cover them with a linen or blanket so your guests don't get poked!

Blankets and pillows

For a casual, intimate wedding, you can arrange colourful, patterned blankets on a grassy field or sandy beach with fun pillows for added comfort. This type of seating gives your guests the option to stand or sit as they please.

Chair setup time

Setting up chairs for your wedding is an important part of the planning process. Here are some tips and considerations to ensure that your chair setup goes smoothly and efficiently:

Planning and Preparation:

• Create a timeline for your chair setup. Allow ample time for delivery, arrangement, and any last-minute adjustments.
• Decide on the type of chairs you will use. Consider the comfort of your guests, especially if they will be seated for an extended period.
• Determine the number of chairs needed. Ensure you have enough chairs for all your guests, including any additional chairs for the wedding party, family, or unexpected guests.
• Create a seating plan. Decide on the arrangement of chairs, such as rows, circles, or semi-circles, keeping in mind the available space and the number of guests.
• Assign responsibilities. Decide who will be responsible for setting up the chairs, whether it's your wedding party, venue staff, or hired help.

Setup and Arrangement:

• Start early. Give yourself enough time to set up the chairs, especially if you have a large number of guests.
• Group chairs together. Set up chairs in the desired arrangement, ensuring they are stable and evenly spaced.
• Consider accessibility. Make sure there is enough space between rows for guests to move around comfortably, and reserve areas for guests with limited mobility.
• Add final touches. Once the chairs are in place, add any decorations, such as chair covers, sashes, or flowers, to create a cohesive look.
• Double-check the setup. Before finalizing the arrangement, ensure that all chairs are in the correct position and that the seating plan is clearly marked or signposted.

By following these steps and allowing sufficient time for setup, you can ensure that your chair arrangement is both functional and aesthetically pleasing, providing a comfortable and enjoyable experience for your wedding guests.

Guest comfort

Ensuring your guests' comfort is one of the most important aspects of hosting a wedding. While it can be tempting to cut costs by providing alternative seating, such as rugs or hay bales, it is important to remember that your guests' comfort is your responsibility as their host. Here are some tips to ensure your guests are comfortable during your wedding ceremony:

Provide Adequate Seating: It is essential to have enough chairs for all your guests. This ensures that everyone, regardless of their age or health condition, has a comfortable place to sit during the ceremony.

Consider the Duration: If your ceremony will last for 30 minutes or longer, providing seating becomes even more crucial. Keep in mind that guests will also arrive early and may be waiting for some time before the ceremony begins.

Account for Early Arrivals: People tend to arrive early to secure their seats, so it's important to have the seating area set up and ready before the official start time. This ensures that guests aren't standing around or sitting on the ground while waiting for the ceremony to begin.

Choose Comfortable Chairs: Opt for chairs that are comfortable and provide back support. This is especially important if your ceremony will be longer or if you have older guests or guests with mobility issues.

Seating Arrangement: Consider arranging the chairs in interesting shapes, such as swirls, semi-circles, or rings. This creates a more intimate and inclusive atmosphere, making your guests feel surrounded by love and warmth.

Accessibility: Ensure that the seating area is easily accessible, especially if you have guests with limited mobility. Choose a location that is flat and even, avoiding uneven terrain that could be difficult for guests to navigate.

Weather Conditions: If your wedding is outdoors, take the weather into account. Provide shade or fans if it's hot, and consider blankets or heaters if it's cold. This will ensure your guests remain comfortable throughout the ceremony.

By following these tips, you can ensure that your guests are comfortable and enjoy your wedding ceremony to the fullest. Remember, happy guests will help create a joyful and memorable celebration!

Frequently asked questions